Digital transfer process quick guide
This guide takes you through all the digital transfer process stages and steps. It also provides links for you to read more detailed information about each one.
Managing the digital transfer process
We manage each transfer of digital information and records (digital records) individually and in stages. Some stages are broken down into steps. These are similar to the stages of a transfer of physical information and records (physical transfers). But more work must be done beforehand to assess the transfer readiness of the digital records and consequently, the feasibility of the transfer.
5 stages of digital transfer
The process for transferring digital records to us involves 5 stages:
transfer initiation
transfer planning
transfer preparation
transfer
post-transfer.
Digital transfers often involve repeating steps
Many of the steps in these stages are similar to physical transfers — like the use of Transfer agreements and Access authorities. But a distinctive characteristic of digital transfers is the repetitive nature of some steps.
There are likely to be many digital health checks done and issues needing to be resolved throughout the process. Test extracts for pre-transfer analysis are also necessary, similar to the sample checks that are done for transfers of physical information and records. This means that flexibility is essential when planning timeframes for a digital transfer.
We update our guidance regularly
We’re continually developing guidance and identifying tools and methods to assist in the digital transfer process. If you’re involved in a digital transfer, we encourage you to provide feedback to help shape our guidance and share your experiences with others.
Read our full overview of the digital transfer process.
Stage 1: Transfer initiation
This stage helps you identify digital records eligible for transfer to us and assess their transfer readiness.
Step 1: Identify eligible digital records
We’ve developed methods for processing digital records into the Government Digital Archive and making them accessible through Collections search. But we need digital records to have certain eligibility characteristics for successful transfer.
All records have a disposal action of ‘Transfer to Archives New Zealand’.
All records are considered to have been accurately sentenced.
All records have met their minimum retention period and are no longer needed to meet administrative, legal or accountability requirements.
All records are the ‘authoritative’ version.
The public access status of all records has been determined as ‘open’ or ‘restricted’.
A transfer metadata file (TMF) or list that includes metadata for all the records exists.
If you think you have a set of digital records that meet these characteristics, please email us at rkadvice@dia.govt.nz. We work with organisations on a case-by-case basis for digital transfers as our tools and methods continue to evolve.
Read our full guidance on digital transfer initiation eligibility.
Step 2: Assess your transfer readiness
There are free automated tools available online you can use to assess your digital records in readiness for transfer to us. They can also be useful for understanding how well you’re managing your records for digital continuity.
As well as checking the health of your digital records, you will also need to provide a TMF that must include the following metadata elements for each record:
A checksum value, and
A file path to the relevant record.
For specific guidance and advice on using these tools — or similar ones — you’re welcome to email us at rkadvice@dia.govt.nz.
Read our full guidance on digital transfer initiation readiness.
Stage 2: Digital transfer planning
Transferring digital records to us can be unique, complex and take place over extended periods of time.
Step 3: Digital transfer management plan agreement
We’ll work with you to agree on roles and responsibilities when planning a transfer of digital records and their metadata to the Government Digital Archive and the legal custody of the Chief Archivist.
This agreement is intended to:
guide the preparation and transfer of the test extract (see Stage 3)
as well as guide the formal transfer of the full extract of all eligible digital records and their accompanying metadata (see Stage 4), and
facilitate communication.
Read our full guidance on digital transfer planning.
Stage 3: Transfer preparation
For us to determine whether a digital transfer is feasible, you first need to prepare a test or sample extract or copy of eligible digital records and their associated metadata for us to analyse.
Step 4: Create a test extract
This is the most technical part of a digital transfer. But there are free online tools that can help you to:
identify extract requirements
export or copy the records
generate checksum values for each record
create a TMF or list
transport the extract to us.
Email us at rkadvice@dia.govt.nz for specific guidance and advice if you're considering the use of any of these tools.
Using this guidance for a full transfer
You can also use this process to prepare a full extract of all eligible digital records when we agree to proceed with a full transfer.
Read our full guidance on digital transfer preparation extract
Step 5: Pre-ingest analysis
When we receive a test sample or extract of your digital records and TMF, we’ll run several analytical processes to identify any issues that may affect ingest or transfer into the Government Digital Archive. We’ll also do this to analyse all your eligible digital records when we agree with you to proceed with a full transfer.
This includes:
an integrity check
automated content analysis
technical file format and validation analysis
manual metadata mapping.
Analysis results
We’ll consolidate our analysis results in an extract analysis report or ‘warrant of fitness’ for discussion with you. This report assesses the transfer readiness and current digital health of your digital records.
The extract analysis report concludes with a recommendation for you to either:
undertake more transfer preparation
proceed with planning and preparation for a full extract, or
postpone the proposed transfer.
Read our full guidance on digital transfer preparation analysis
Stage 4: Transfer
Once we’ve both agreed to proceed with a full transfer of eligible digital records and their accompanying metadata to the custody of the Chief Archivist, we’ll collaborate on formal transfer planning and preparation.
Step 6: Plan a formal transfer
This process is basically the same as planning for a transfer of a test extract (see Stage 2) but includes:
completion and signing of a Transfer Agreement
preparation and signing of an Access Authority (if required).
Read our full guidance on digital transfer planning
Step 7: Prepare a full extract
This process is basically the same as initiating and preparing a text extract in Steps 1,2 and 4. But you’ll need to identify, assess and extract a full extract of all eligible digital records and their accompanying TMF for transfer to us.
Read our full guidance on:
Step 8: Pre-ingest analysis
This step is the same as Step 5. If we identify issues that may affect ingest or transfer of the digital records and their TMF into the Government Digital Archive, we may recommend that you repeat Step 7.
Read our full guidance on digital transfer preparation analysis.
Step 9: Ingest into the Government Digital Archive
After you’ve addressed any issues identified in the pre-ingest analysis, we’ll:
map your TMF to the metadata in Collections and Rosetta (which collectively form the Government Digital Archive)
ingest the digital records and their TMF into the production environments of both systems
formally accept the transfer.
Stage 5: Post-transfer
Step 10: Destruction of all in-house copies
Once the digital records and their accompanying metadata have been formally received as public archives, it’s your responsibility to destroy any in-house copies.
Please note, this step is extremely important and necessary to ensure the authenticity, reliability, and integrity of the digital public archives as the ‘authoritative’ version.
Read our full guidance on digital transfer and post-transfer.